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How to Prepare for Your First Online Notary Session in Florida

Rush Notary Team·

Your first remote online notarization session does not have to be stressful. With a little preparation, you can complete the entire process in under 15 minutes from your couch, office, or hotel room. This guide walks you through exactly what to do before, during, and after your first online notary session with Rush Notary.

Before Your Session: What to Prepare

1. Have Your Document Ready

The document you need notarized should be completely filled out before your session begins. Leave all signature and date lines blank — you will sign those during the video call with the notary watching.

If your document is a paper original, scan it to PDF before your session. Our platform accepts PDF and Word files. Make sure the scan is clear and all text is readable.

2. Gather a Valid Government-Issued Photo ID

Florida law requires online notaries to verify your identity using credential analysis. Acceptable forms of ID include:

  • U.S. driver's license
  • U.S. passport
  • State-issued identification card
  • Military ID

Your ID must be current or expired within the last five years. Make sure the ID is not damaged and all text is legible.

3. Ensure You Have the Right Technology

You will need:

  • A computer, tablet, or smartphone with a working camera and microphone
  • A stable internet connection (at least 1 Mbps upload speed recommended)
  • A modern web browser (Chrome, Safari, Firefox, or Edge)

Test your camera and microphone before the session. Close unnecessary applications and browser tabs to free up bandwidth.

4. Find a Quiet, Well-Lit Space

Choose a location where:

  • You will not be interrupted
  • The lighting is bright enough for the notary to see your face clearly
  • The background is not distracting
  • Your ID and document will be visible when held up to the camera

Avoid backlighting from windows, which can make your face appear dark on video.

5. If Witnesses Are Required, Coordinate in Advance

Florida requires two witnesses for:

  • Powers of Attorney
  • Real estate deeds
  • Certain trust documents

Your witnesses must be adults who are not named as beneficiaries or agents in the document. They need their own devices with cameras and microphones, or they can be in the same room with you on one device if the camera can capture everyone.

Make sure your witnesses understand they must:

  • Join the video session
  • Show their ID if requested
  • Sign the document while the notary watches
  • Remain on the video call until the notary confirms completion

6. Review Your Document for Accuracy

Read through your entire document before the session. A notary cannot help you fill in blanks or provide legal advice. If you discover errors during the session, you will need to reschedule after correcting the document.

During Your Session: What to Expect

Step 1: Upload Your Document

When you start your session at rushcitynotary.com/start, you will upload your document to our secure platform. The file is encrypted in transit and at rest.

Step 2: Identity Verification

Before meeting the notary, you will complete two verification steps:

Credential Analysis:

  • Hold your ID up to your device's camera
  • Our system scans and validates the ID against authoritative databases
  • The process takes 30 to 60 seconds

Knowledge-Based Authentication (KBA):

  • You will answer 4 to 5 multiple-choice questions based on your credit history and public records
  • Examples include previous addresses, vehicle registrations, or mortgage lenders
  • You must answer at least 4 out of 5 correctly to proceed
  • If you fail, you can retry once after a brief waiting period

Step 3: Join the Video Call

A Florida-commissioned notary will join you via secure video call. The notary will:

  • Introduce themselves and confirm your identity visually
  • Ask you to hold your ID close to the camera for manual verification
  • Review the document to ensure completeness
  • Explain what they are notarizing
  • Administer an oath or acknowledgment, depending on the document type

Step 4: Sign Electronically

You will sign the document using your mouse, finger, or stylus. The notary will watch to confirm it is your signature. If witnesses are present, they will sign next.

Step 5: Notary Applies the Electronic Seal

The notary applies an electronic seal and digital certificate that makes the document legally valid. This seal includes:

  • The notary's commission number
  • The date and time of notarization
  • The county where the notary is located
  • A tamper-evident digital signature

After Your Session: What Happens Next

Immediate Document Access

Within seconds of the session ending, you will receive:

  • A tamper-evident PDF of your notarized document
  • A confirmation email with a download link
  • Optional physical copies if requested

Session Recording

Florida law requires online notarization sessions to be recorded and retained for ten years. Rush Notary stores these recordings securely. They are only accessed if a document is challenged or if required by law enforcement or court order.

If You Need Corrections

If you discover an error in your document after notarization, you cannot simply edit the PDF. You will need to:

  • Prepare a corrected version of the document
  • Schedule a new notarization session
  • Pay for the new notarization

For this reason, double-checking your document before the session is critical.

Troubleshooting Common Issues

Camera or Microphone Not Working

  • Refresh your browser
  • Check browser permissions and allow camera and microphone access
  • Try a different browser
  • Restart your device if problems persist

Poor Internet Connection

  • Move closer to your Wi-Fi router
  • Disconnect other devices from the network
  • Switch from Wi-Fi to a wired connection if possible
  • Use mobile data as a backup if your cellular signal is stronger

ID Verification Fails

  • Make sure your ID is not expired beyond five years
  • Ensure the ID is clearly visible with no glare or shadows
  • Try holding the ID at different angles
  • If KBA fails, review your credit report for accuracy

Document Upload Problems

  • Make sure the file is a PDF or Word document
  • Check that the file size is under 25 MB
  • Ensure the document is not password-protected
  • Try converting the file to PDF if other formats fail

Frequently Asked Questions

Q: How long does an online notary session take?

Most sessions take 10 to 15 minutes. Complex documents with multiple signers or witnesses may take 20 to 30 minutes.

Q: Can I use my phone for the session?

Yes. Rush Notary's platform works on smartphones and tablets. Make sure your device is fully charged and held steady during the session.

Q: What if I need to reschedule?

You can reschedule through the link in your confirmation email. Rush Notary does not charge rescheduling fees.

Q: Is my information secure?

Yes. Rush Notary uses bank-level encryption for all documents and session recordings. We do not sell or share your personal information.